1310 Club Leadership Handbook...CLUB LEADERSHIP HANDBOOK 7INTRODUCTION Congratulations! As an...

WHERE LEADERS ARE MADE

CLUB LEADERSHIP HANDBOOK

A Guide to Effective Club Leadership

Rev. 01/2021

© 2020 Toastmasters International. All rights reserved. Toastmasters International, the Toastmasters International logo and all other Toastmasters International trademarks and copyrights are the sole property of Toastmasters International and may be used only with permission.

Item 1310 Rev. 01/2021

WHERE LEADERS ARE MADE

www.toastmasters.org

A Guide to Effective Club Leadership

CLUB LEADERSHIPHANDBOOK

Toastmasters International MissionWe empower individuals to become more effective communicators and leaders.

District MissionWe build new clubs and support all clubs in achieving excellence.

Club MissionWe provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

Toastmasters International Core Values � Integrity

� Respect

� Service

� Excellence

Toastmasters International Brand PromiseEmpowering individuals through personal and professional development.

This is the promise Toastmasters International makes to club members. Once we have reached this goal consistently, through all clubs across the globe, we will have achieved club excellence.

A Toastmaster’s PromiseAs a member of Toastmasters International and my club, I promise

� To attend club meetings regularly

� To prepare all of my projects to the best of my ability, basing them on the Toastmasters education program

� To prepare for and fulfill meeting assignments

� To provide fellow members with helpful, constructive evaluations

� To help the club maintain the positive, friendly environment necessary for all members to learn and grow

� To serve my club as an officer when called upon to do so

� To treat my fellow club members and our guests with respect and courtesy

� To bring guests to club meetings so they can see the benefits Toastmasters membership offers

� To adhere to the guidelines and rules for all Toastmasters education and recognition programs

� To act within Toastmasters’ core values of integrity, respect, service, and excellence during the conduct of all

Toastmasters activities

Club Leadership Materials, PMS 302UA

CONTENTSINTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Club-level Leadership Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

GOVERNANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Governing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Club Constitution for Clubs of Toastmasters International

Club Executive Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Club Executive Committee Meetings

THE CLUB WITHIN DISTRICT STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . 14Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Club Meetings

Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Area Visits to the Club Area Council Area Council Meetings

Division . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Division Council Meetings

District . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 District Executive Committee District Council District Council Meetings

CLUB TIMELINE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

CLUB LEADERSHIP ROLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22President . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 President Responsibilities Preside over Meetings Earn Distinguished Club Recognition Lead and Guide Base Camp Manager Summary of Responsibilities Before Club Meetings Upon Arrival at Club Meetings During Club Meetings Outside Club Meetings Common Scenarios Presidents Face

Vice President Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 Vice President Education Responsibilities Coordinate Club Schedule Assist with Education Awards Base Camp Manager Plan Speech Contests Manage Mentor Program

Summary of Responsibilities Before Club Meetings Upon Arrival at Club Meetings During Club Meetings Common Scenarios Vice Presidents Education Face

Vice President Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Vice President Membership Responsibilities Recruit New Members Conduct Membership-building Programs Assist Guests Process Membership Applications Summary of Responsibilities Before Club Meetings Upon Arrival at Club Meetings After Club Meetings Common Scenarios Vice Presidents Membership Face

Vice President Public Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Vice President Public Relations Responsibilities Publicize the Club LinkedIn Facebook Twitter YouTube Meetup Keep Club Website Current Safeguard the Toastmasters Brand, Trademarks, and Copyrights Summary of Responsibilities Before Club Meetings During Club Meetings Common Scenarios Vice Presidents Public Relations Face

Secretary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34 Secretary Responsibilities Take Notes Maintain Files Report New Officers Base Camp Manager Summary of Responsibilities Before Club Meetings Upon Arrival at Club Meetings During Club, Business, and Executive Committee Meetings Common Scenarios Secretaries Face

Treasurer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Treasurer Responsibilities Oversee Accounts Collect Membership Dues Payments Pay Bills Summary of Responsibilities Before Club Meetings During Club Meetings Outside Club Meetings Common Scenarios Treasurers Face

Sergeant at Arms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Sergeant at Arms Responsibilities Tend to Club Property Coordinate Club Meetings Summary of Responsibilities Before Club Meetings Upon Arrival at Club Meetings During Club Meetings After Club Meetings Common Scenarios Sergeants at Arms Face

THE DISTINGUISHED CLUB PROGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44DCP Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44Definition of Quality Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Quality Club Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

TOASTMASTERS EDUCATION PROGRAM . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Toastmasters Pathways Learning Experience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Level 1: Master the Fundamentals Level 2: Learning Your Style Level 3: Increasing Knowledge Level 4: Building Skills Level 5: Demonstrating Expertise

Achievement and Recognition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48Distinguished Toastmaster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48Completing Multiple Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48Submitting Education Award Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Base Camp Manager

CLUB FINANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Club Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Manage and Audit Club Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Instructions for Managing and Auditing Club Funds Bank Statements, Invoices, and Checks Club Income Club Expenses Assets Report

Liability Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

CLUB EVENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Club Officer Elections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Nomination The Election Process Election Frequency Vacancies Club Officer Installation

Club Officer Installation Script

Club Speech Contests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 The Role of the Vice President Education Other Leadership Opportunities Contest Chair Helping to Organize a Speech Contest Member Eligibility

Speakathons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Club Status Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

CLUB LEADERSHIP HANDBOOK 7

INTRODUCTIONCongratulations! As an elected officer of your Toastmasters club, you have the opportunity to aid in your club’s success and gain valuable hands-on leadership experience. Unlike other training programs, where you learn how to be a s uccessful leader by reading books and attending lectures, Toastmasters gives you the opportunity to gain practical leadership experience while helping people learn and grow in their professions and their personal lives.

As a club leader, you play an important role in the mission of Toastmasters International: We empower individuals to become more effective communicators and leaders.

Serving as a club officer is a great responsibility and an exciting opportunity. Your term of office is filled with chances for you to renew your perspective, practice teamwork, and develop your capacity to translate values and strategies into productive actions.

The tools and resources in this handbook guide you in creating strategies for success and in fulfilling your duties as a leader. Publications available on the Toastmasters International website are one such tool; to help identify them, they are called out in this handbook. You can also find answers to your leadership questions, whether you are an experienced leader or a novice.

CLUB-LEVEL LEADERSHIP ROLESIn order to lead your team effectively, you must first understand your role within the organization as a club officer. Having a clear understanding of your responsibilities and procedures is essential to the success of the club. Once you know them, you can work cohesively with your team members and fellow club officers.

Each leadership position is represented by an icon specific to that role. Throughout the handbook, identify information especially pertinent to your role by locating your icon in the margins. The club-level leadership positions described in this handbook are the following.

President

Vice President Education

Vice President Membership

Vice President Public Relations

Secretary

Treasurer

Sergeant at Arms

1

2

3

4

5

6

7

Look for tips throughout the handbook in burgundy for our online clubs and clubs with online participa-tion. Additional information can be found by going to www.toastmasters.org/Online-Meetings.

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8 CLUB LEADERSHIP HANDBOOK

Get Started!

• Read this handbook. It is full of practical advice to point you in the right direction. Pay special attention to your specific role and the Toastmasters calendar, and use the handbook as a reference throughout your term.

• Meet with the outgoing club officers. This gives you the opportunity to learn about projects, problems, or situations that still need attention in the coming year. It is also a chance to receive any paperwork, files, and club property important to completing your term of office.

• Hold your first executive committee meeting. Though all club officers are likely to know each other, it is a good idea to

hold an informal gathering to brain-storm, look ahead, and begin creating a Club Success Plan (Item 1111CSP).

• Attend club officer training. The District provides club officer training twice per year. It is a great learning opportunity and gives credit toward the Distinguished Club Program.

• Get connected. Stay current on all new developments via The Leader Letter, Toastmaster magazine, and Toastmasters International’s social media channels. Ensure your email address is on file with World Headquarters to receive communications on important remind-ers and events. If your email address needs to be updated, contact us at [email protected].

Club CentralAs a club officer, you have access to Club Central, a portal to online tools that help you take care of club business conveniently. There are Club Central Tutorials available that will help you familiarize yourself with the portal. Log in to Club Central at www.toast-masters.org/ClubCentral using your user name and password. Club Central opens with a listing of all clubs in which you serve as an officer. Select the club for which you want to view, update, or print information. From Club Central you can:

• Submit Membership Applications (new/dual/reinstated)—transfer appli-cations cannot be submitted via Club Central

• Submit payment for membership dues

• Review club receipts and statements

• Submit education awards

• Update club contact and meeting information and club demographics

• Assign club officers

• Review the club membership roster and update members’ contact information

• Review and update the club’s Addendum of Standard Club Options

• Review the club’s awards and achievements

• Review the club’s Distinguished Performance Reports

• Verify member eligibility for speech contests and proxy assignments

• View and download club anniversary certificates

https://www.toastmasters.org/resources/resource-library?t=1111&page=1https://www.toastmasters.org/leadership-central/the-leader-letterhttps://www.toastmasters.org/magazinehttps://www.toastmasters.org/magazinemailto:membership%40toastmasters.org?subject=http://www.toastmasters.org/clubcentralhttp://origin-qps.onstreammedia.com/origin/toastmastersinternational/eLearning/COT/Navigating_Club_Central/Navigating_Club_Central/story_html5.html?lms=1http://www.toastmasters.org/clubcentralhttp://www.toastmasters.org/clubcentralhttp://www.toastmasters.org/clubcentralhttp://www.toastmasters.org/clubcentralhttp://www.toastmasters.org/clubcentralhttps://www.toastmasters.org/leadership-central/club-officer-tools/membership-building/membership-applications


LEADERSHIP EDUCA TION PHIL OS OPHYLeaders achieve results for their clubs by giving priority attention to the needs of their members and fellow club officers. Consider yourself a steward of your club’s resources—human, financial, and physical. Leadership is a lifelong journey that includes a desire to serve others and a commitment to lead. Strive to be trustworthy, self-aware, humble, caring, visionary, and empowering.

As a club officer, you have many opportunities to lead. You may find yourself helping to resolve a conflict between club members, planning a club event, or delegating important tasks to volunteers; depending on your role, you may submit paperwork, club dues, or membership reports to World Headquarters in a timely fashion. Whenever leadership opportunities arise, use the following guidelines:

Tips for Leaders

• Plan ahead. Those who fail to plan, plan to fail.

• Set realistic goals. Do not overburden your club members; focus on fulfilling the club mission and achieving the Distinguished Club Program goals, and most everything else falls into place.

• Communicate early and often. Do not let problems linger. Address them in a positive manner to resolve them.

• Be a leader. Your job is to help your club’s members and fellow club officers achieve their education goals in Toastmasters.

NEED HELP?Check out our frequently asked questions available on the Toastmasters International website: www.toastmasters.org/Faq. For matters of conflict, you may refer to the Policy Violations Quick Reference Guide. In addition, you may contact World Headquarters for assistance with any questions or concerns: www.toastmasters.org/ContactUs.

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CLUB CONSTITUTION FOR CLUBS OF TOASTMASTERS INTERNATIONALArticle VI: Officers, Section 1

Club Officer Resources

Club officer questions [email protected]

Email contacts www.toastmasters.org/ContactUs

Toastmasters Club Central www.toastmasters.org/ClubCentral

Governing documents www.toastmasters.org/GovDocs

Toastmasters Online Store www.toastmasters.org/Shop

Marketing resources, such as manuals, fliers, and promotional materials www.toastmasters.org/Marketing

Free resources, such as stationery templates, logos, and branded images www.toastmasters.org/BrandPortal

District websites www.toastmasters.org/DistrictWebsites

Toastmaster magazine www.toastmasters.org/Magazine

Standards of conduct www.toastmasters.org/EthicsAndConduct

The Leader Letter www.toastmasters.org/LeaderLetter

Tax questions [email protected]

Insurance questions [email protected]

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GOVERNANCEClub officers have many opportunities to participate in the governance of Toastmasters International, even outside the club. As a club officer, you have the opportunity to interact with District leaders, participate in Area and District Council meetings, elect District and international leaders, and vote on important governance issues at the Annual Business Meeting.

GOVERNING DOCUMENTSEach club is governed by the policies of the organization. The Club Constitution for Clubs of Toastmasters International is the club’s main governing document.

CLUB CONSTITUTION FOR CLUBS OF TOASTMASTERS INTERNATIONALA club may amend portions of the Addendum of Standard Club Options as long as they do not conflict with the Club Constitution for Clubs of Toastmasters International or Policy and Protocol.

Amendments to the Addendum of Standard Club Options may be made with a majority vote by club members. The vote must occur at a duly called and noticed club business meeting with a quorum of voting members present.

Any changes to the addendum should be documented and kept on file through the Toastmasters International website in Club Central. Changes to a club name, location, meeting time, and place are also made in Club Central. You can also submit the infor-mation to World Headquarters by email to [email protected].

CLUB EXECUTIVE COMMITTEEThe executive committee of a Toastmasters club consists of all eight club officers (Club President, Vice President Education, Vice President Membership, Vice President Public Relations, Club Secretary, Club Treasurer, Sergeant at Arms, and the Immediate Past Club President).

The Club President serves as the Club Executive Committee chair. Working as a team, the Club Executive Committee must manage all business and administrative affairs of the club. Access to Club Central is granted to the elected Club President, Vice President Education, Vice President Membership, Vice President Public Relations, Club Secretary, Club Treasurer, and Sergeant at Arms. The Immediate Past Club President provides advice and guidance as requested by the Club President.

CLUB EXECUTIVE COMMITTEE MEETINGSThe executive committee meets as necessary to discuss club affairs. Some clubs’ executive committees meet twice a month, while others meet monthly. How frequently the committee meets is its decision, but it is important for a newly elected committee to meet at the beginning of their term to discuss the budget and complete or update the Club Success Plan.

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Club Executive Committee Duties

• Create a club budget

• Complete a Club Success Plan

• Strategize for success in the Distinguished Club Program

• Create and oversee other club committees as necessary

Components of a Club Executive Committee Meeting

• Agenda Include minutes of the last meeting, officers’ reports, inactive membership status, and a review of membership and education activities, to name a few. If committee members have trouble keeping with the timing on the agenda, use a timer at the meeting.

• Procedure Keep the meeting organized and productive using parliamentary procedures. The Club President sets the tone, serving as a role model for keeping order and showing respect for other committee members’ opinions.

• Pace Maintain a fast pace and keep the meeting short. Save the inventive problem- solving and creative thinking for the end.

• Participation Require that every committee member reports or otherwise contributes at the meeting.

• Review Review your club’s annual goals and progress in the Distinguished Club Program and Club Success Plan (Item 1111).

• Forward Thinking Discuss items to be on the agendas of future meetings.

• Creativity Do not get stuck in the “we have always done it this way” mentality. Invigorate and encourage fellow members to think creatively and propose new ideas.

Club members who do not serve on the executive committee are welcome and encouraged to attend meetings as silent observers. However, guests or non-members are not allowed to attend.

A majority of the Club Executive Committee constitutes a quorum for the trans action of the committee's business. See the Club Constitution for Clubs of Toastmasters International, Articles VIII: Committees and V: Quorum and Voting. All decisions made by the Club Executive Committee must be approved by the club. If the club does not approve of an Club Executive Committee decision, it is invalid.

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There is usually plenty to talk about at an executive committee meeting, and it is critical that everything gets covered. Setting a very specific agenda with target times helps. Here is an example:

7–7:05 p.m. Call to order by the President who provides opening remarks

7:05–7:15 p.m. Reading of the Secretary’s minutes of the previous meeting and formal vote to approve them

7:15–7:45 p.m. Officer and committee reports, in reverse order of rank starting with the Sergeant at Arms

7:45–8:15 p.m. Unfinished business items

8:15–8:30 p.m. New business items

8:30–8:45 p.m. Announcements and closing thoughts

8:45 p.m. Adjournment

Governance Resources


Reporting club officer information www.toastmasters.org/ClubOfficerList

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THE CLUB WITHIN DISTRICT STRUCTURECLUBClub officers have a support system made up of other members as well as their Area, Division, and District leaders.

CLUB MEETINGSAs a club officer, you are called upon to perform any number of functions for the club. Some are performed at the club meetings. For example, the President opens and closes every meeting; the Treasurer collects membership dues payments; and the Sergeant at Arms brings the lectern, banner, and other club-related materials.

Club Resources

Invocations www.toastmasters.org/InvocationPledge

Club Officer Tutorials www.toastmasters.org/Club-Officer-Tutorials

Master Your Meetings www.toastmasters.org/1312

AREA

AREA VISITS TO THE CLUBYour club’s most immediate connection with District leadership is the Area Director, who visits and evaluates the club at least twice a year. During a visit, the Area Director observes the meeting and assesses club quality using the standards outlined in Moments of Truth (Item 290). The goal of this visit is to offer feedback and support so that the club can provide the best possible service for all Toastmasters members in a fun, nurturing, and rewarding environment.

Area Directors use the Area Director’s Club Visit Report (Item 1471), which is based on Moments of Truth, as a guideline for club evaluation. Completed club visit reports are forwarded to the District, where they are used to assess the performance of the District as a whole.

Area Visit Resources

Area Director’s Club Visit Report (Item 1471) www.toastmasters.org/1471

Serving Clubs Through Visits: A Guide for Area Directors (Item 219) www.toastmasters.org/219

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AREA COUNCIL

POLICY AND PROTOCOLProtocol 7.1 District Events, Section 8: Area Council Meetings, A

Area Council Members

• Area Director

• Assistant Area Directors

• Area Secretary

• Club Presidents within the Area

• Club Vice Presidents Education within the Area

• Club Vice Presidents Membership within the Area

Area Council Functions

• Club officer training

• Membership building

• Identification of opportunities for new clubs and their organization

• Promotion of the Distinguished Club Program in the Area

• Area speech contests

Area Council MeetingsYour Area Director presides over an Area Council. The Area Council meets at least twice each year. Club Presidents, Vice Presidents Education, and Vice Presidents Membership are eligible to vote at Area Council meetings. Area Council members are expected to attend each meeting.

Business Discussed at Area Council Meetings

• Club plans, goals, and progress in the Distinguished Club Program and Club Success Plan (Item 1111)

• Club officer training attendance reports

• Plans for Area events, such as speech contests

• Goals, strategies, and news that affect Area clubs

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DIVISION

Division Council Members

• Division Director

• Assistant Division Director Program Quality

• Assistant Division Director Club Growth

• Area Directors within the Division

Division Council Purpose and Functions

• Supports and provides resources to clubs and members through Area Directors

• Manages Division activities

• Helps with the administration of Division contests and meetings

• Assists with training Area and club leaders

• Facilitates the achievement of club, Area, and Division Distinguished goals

Division Council MeetingsYour Division Director presides over the Division Council, which meets at least twice a year. For more information, see Policy and Protocol, Protocol 7.1: District Events, Section 7: Division Council Meetings.

Business Conducted at Division Council Meetings

• Area plans, goals, and progress in the Distinguished Area Program

• Club plans, goals, and progress in the Distinguished Club Program

• Club officer training attendance report

• Plans for Division events, such as training and speech contests

DISTRICT

DISTRICT EXECUTIVE COMMITTEE

District Executive Committee

• District Director

• Program Quality Director

• Club Growth Director

• Administration Manager

• Finance Manager

• Public Relations Manager

• Division Directors

• Area Directors

• Immediate Past District Director

https://www.toastmasters.org/Leadership-Central/Governing-Documents#Protocol71DistrictEvents568


DISTRICT COUNCILThe District Council is the District’s governing body, subject to the general supervision of the Board of Directors. Your District Director presides over the District Council.

District Council Members

• District Executive Committee

• Club Presidents

• Club Vice Presidents Education

District Council MeetingsEach club is allotted two votes at District Council meetings. One vote is reserved for the Club President. The other vote is for the Vice President Education.

Proxy votes may be used if a club officer is unable to attend a council meeting that is held in person. When the voting process is conducted online, no proxies will be permitted. A proxyholder delivers the vote for an officer unable to attend a council meeting. The officer unable to attend must designate in writing any active individual member of the club to act as their proxyholder. District Council members or proxy-holders who are not also District Executive Committee members have a maximum of two votes (one per club membership up to two clubs). District Executive Committee members are limited to three votes (two for the club, one for the DEC position). District Council members are expected to attend each meeting.

Business Conducted at District Council Meetings

• Election of District leaders

• Approval of leader appointments

• Adoption of club alignment

• Presentation of committee reports

• Adoption of District budget

District Resources

District Leadership Handbook (Item 222) www.toastmasters.org/Dlh

District election procedures www.toastmasters.org/DistrictElectionProcedures

District websites www.toastmasters.org/DistrictWebsites

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CLUB TIMELINE

JUNE (BEFORE TERM) JULY AUGUST

JUNE 1

Start: First-round club officer training for credit in the Distinguished Club Program

JUNE 30

Due: Club officer list to World Head quarters

End: Beat the Clock membership-building program (started in previous term)

JULY 1

Start: Toastmasters year

Start: Distinguished Club Program

AUGUST 1

Start: Smedley Award membership- building program

AUGUST 31

End: First-round club officer training for credit in the Distinguished Club Program

Connect with your District leaders to find out the timing of the speech contests in your District and which contests are being conducted. This will allow you to schedule your club contests accordingly.

JUNE (BEFORE TERM)

Meet with the outgoing Club Executive Committee to coordinate a smooth transfer

Attend first-round club officer training

Complete a Club Success Plan

Purchase supplies from the Toastmasters Online Store

Create a club budget

Ask club members to serve on committees, such as an Club Education, Club Membership, or Club Public Relations Committee

Provide the bank with a bank signatory card

Promote the Beat the Clock membership-building program

JULY


Determine education goals of each member

Ask members to complete a Member Interest Survey (Item 403)

Create a media list and publicity kit

Finalize the club budget with approval from the Club Executie Committee

Assign the club’s proxyholder for the Annual Business Meeting

Ensure your “Club Meeting and Contact Information” in Club Central is updated and accurate

AUGUST


Plan and publicize upcoming speech contests

Send membership dues statements to members

Plan how to help each member meet education goals

Review the results of the Member Interest Survey (Item 403)

Send publicity kits to local media and invite them to attend a meeting

Promote the Smedley Award membership- building program

REGULAR TASKS• Hold Club Executive

Committee meetings to share activities, accomplishments, and plans

• Hold meetings with your committees, such as Education, Membership, and Public Relations Committees

Specific Deadlines

Important Tasks

3

1 5

3

1

3

6

6

24

2

2

2 4

3

3

4

1 35 6

1 5

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SEPTEMBER OCTOBER NOVEMBER

SEPTEMBER 30

End: Smedley Award membership-building program

OCTOBER 1Due: Membership dues

payments for credit in the Distinguished Club Program

Start: Second-round club officer training for credit in the Distinguished Club Program

SEPTEMBER

Collect and submit membership dues payments in Club Central

Promote the Smedley Award membership-building program


Contact District leaders to find out when and what speech contests will be held

OCTOBER



NOVEMBER

Attend second-round club officer training



Clubs with semiannual terms:

Club officer elections to be held at first meeting in November

Prepare files for smooth transfer to incoming club officers

Prepare club accounts for audit

Specific Deadlines

Important Tasks

3

1 35 6

3

5

6

2 4

2 4

2 4


DECEMBER JANUARY FEBRUARY


DECEMBER 31

Due: Club officer list to World Headquarters

FEBRUARY 1

Start: Talk Up Toastmasters! membership-building program

FEBRUARY 28 or 29

End: Second-round club officer training for credit in the Distinguished Club Program

DECEMBER




Meet with the outgoing club leadership team to coordinate a smooth transfer

Complete a Club Success Plan

Purchase supplies from the Toastmasters Online Store

Create a club budget

Determine education goals of each member

Ask club members to serve on committees such as an Club Education, Club Membership, or Club Public Relations Committee

Provide the bank with a new bank signatory card

JANUARY

California clubs file form 199N




FEBRUARY

Send membership dues statements to members


Promote the Talk up Toastmasters! membership-building program



Specific Deadlines

Important Tasks

3

5

1 6

1

2

3

6

1 35 6

2 4

2 4

2 4

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MARCH APRIL MAY

MARCH 31

End: Talk Up Toastmasters! membership-building program

APRIL 1

Due: Membership dues payments for credit in the Distinguished Club Program

MAY 1

Start: Beat the Clock membership-building program

MAY 15

Due: Form 199N from California clubs only

MARCH

Publicize the upcoming Annual District Conference

Collect and submit membership dues payments in Club Central

Promote the Talk up Toastmasters! membership-building program

APRIL

Annual District Conference

MAY

Annual District Conference

Club officer elections to be held at first meeting in May

Prepare files for smooth transfer to incoming club officers

Prepare club accounts for audit

Promote the Beat the Clock membership-building program

Specific Deadlines

Important Tasks

3

3

1 35 6

4

6

3

3

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CLUB LEADERSHIP ROLESAs an officer, you will have many opportunities to assist your club over the coming term, while also further developing your leadership skills. Self-evaluation forms are available to use and track your leadership development during your term. To find these forms, please visit the Club Officer Roles webpage. We recommend taking the self-assessment monthly or bimonthly, depending on how often your club meets. In the following pages, you will find a summary of each club officer position and helpful resources.

PRESIDENTAs the person who sets the tone for the club, you are expected to provide helpful, supportive leadership for all of the club’s activities and be the first to assume responsi-bility for the progress and welfare of the club.

You motivate, make peace and facilitate as required. Though you must occasionally step in and make a difficult decision, rarely do so without consulting club members and other club officers. Strive to show respect for all members, even when you do not agree with them, and provide leadership for all.

CLUB CONSTITUTION FOR CLUBS OF TOASTMASTERS INTERNATIONALArticle VII: Duties of Officers, Section 1

PRESIDENT RESPONSIBILITIES

Preside over MeetingsThe Club President opens and presides over every club, business, and Executive Committee meeting. This means the President takes charge of the proceedings and keeps the agenda moving forward. As President, you are expected to manage procedural matters in the conduct of the meeting and to apply parliamentary procedure as outlined in Robert’s Rules of Order Newly Revised. (You may purchase this book from your local book seller or an online retailer such as Amazon.com.) Your focus is on club quality and the members’ experience.

Earn Distinguished Club RecognitionYou work together with all of the club’s leaders to achieve success in the Distinguished Club Program by encouraging education achievements, building and maintaining membership, attending club officer training, and submitting membership dues pay-ments, officer lists, and other documents on time. You recognize member achieve-ments by presenting certificates at club meetings, sending personal messages of congratulations, and otherwise publicly praising the good work of club members.

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https://www.toastmasters.org/leadership-central/club-officer-tools/club-officer-roleshttps://www.toastmasters.org/leadership-central/governing-documents#ArticleVIIDutiesofOfficers445http://www.Amazon.com


Member Achievements to Recognize

• Best of the meeting (e.g., best speaker, best Table Topics, best evaluator)

• Education awards

• Successfully conducting an event

(e.g., speech contest, membership drive, Speechcraft, Youth Leadership)

• Long-standing membership (e.g., five years, 10 years, 20 years)

Lead and GuideThe President serves as the club’s representative at the District and international levels.

As President, it is your responsibility to provide leadership for the club whenever it is required. This includes creating a nurturing learning environment and enhancing club quality by conducting well-run, energetic, interesting meetings; actively seeking and connecting with club members and officers; listening patiently and offering assis-tance; and resolving conflicts as they arise.

If a problem arises within the club that could result in terminating or denying mem bership, see Protocol 3.0, Section 2 for guidance and procedure.

Base Camp ManagerBase Camp managers help facilitate member progress in the Toastmasters Pathways learning experience by verifying education, approving requests, and tracking progress on Base Camp. The President, Vice President Education, and Secretary are the only club officers who have access to the Base Camp manager page; clubs must ensure that at least one of these officers is able to complete Base Camp manager tasks.www.toastmasters.org/Education/Pathways/FAQ

SUMMARY OF RESPONSIBILITIES

Before Club Meetings• Ask the Vice President Education if any members are to receive special recognition

at the meeting.

• Ask the Vice President Membership if any new members are to be inducted at the meeting.

• Plan the business portion of the meeting.

• Review necessary parliamentary procedure.

Upon Arrival at Club Meetings• Review the meeting agenda.

• Greet guests and members as they arrive to help them feel welcome.

During Club Meetings• Call the meeting to order promptly at the scheduled time.

• Introduce guests.

• Briefly explain the meeting’s events for the benefit of guests.

• Introduce the Toastmaster of the meeting.

If anyone ever threatens to take legal action for an issue related to Toast masters, the Toastmasters International Executive Team must be contacted immediately via boardcontact@ toastmasters.org.

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If you are holding an online meeting, the Club President should coordinate with the other club officers to open the meeting prior to the scheduled time. This will allow members the opportunity to welcome guests prior to the start of the meeting.

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• Conduct the business portion of meeting.

• Give the date, time, and place of the next meeting.

• Make any announcements.

• Adjourn the meeting on time.

Outside Club Meetings• Attend and vote at Area and District Council meetings.

• Attend the Annual Business Meeting at the International Convention to vote on behalf of the club or assign your club’s proxy to a member who is attending the International Convention.

• Appoint the club’s Audit Committee near the end of the term.

• Appoint the Leadership Committee to nominate new club officers before the beginning of the term.

• Schedule and chair Club Executive Committee meetings.

COMMON SCENARIOS PRESIDENTS FACEFollowing are examples of scenarios you may encounter in your role as Club President and suggestions for how to resolve them. As you successfully respond to your own experiences in this role, be sure to share them with the Club and Member Support team at World Headquarters ([email protected]).

Scenario: A member who is scheduled to fill a meeting role does not come to the meeting.

Possible solutions: Help the Toastmaster of the meeting fill the role by recruiting another member who does not already have an assigned role.

If necessary, fill the role yourself. This could be an opportune time to deliver a module from the Successful Club Series or the Better Speaker Series.

Scenario: A club officer is underperforming, frequently absent or otherwise unable to fulfill their duties, leaving you, the President, with more to do.

Possible solutions: Meet with the club officer immediately and ask what you can do to help. Engage, encourage, and energize them to develop and use the skills required for the job.

Examine your own leadership approach. Ask yourself if you are contributing to the club officer’s problems.

Scenario: A club member is belligerent, controlling, or otherwise causing trouble at meetings.

Possible solutions: Contact the member immediately and listen to their point of view. (Often, this is enough to solve the problem, and is a required step if future disciplinary action is taken against the member)

Give the club member a task that focuses their energies. Explain the importance of orderly, positive club meetings to

the entire group, so the member does not feel singled out. If the club member needs to be removed, see the Club

Constitution for Clubs of Toastmasters International, Article II: Membership, Section 6, and Protocol 3.0: Ethics and Conduct, Section 2.

mailto:clubofficers%40toastmasters.org?subject=General%20Inquiryhttps://www.toastmasters.org/resources/the-successful-club-series-sethttps://www.toastmasters.org/resources/the-better-speaker-series-sethttps://www.toastmasters.org/leadership-central/governing-documents#ArticleIIMembership440https://www.toastmasters.org/leadership-central/governing-documents#ArticleIIMembership440https://www.toastmasters.org/leadership-central/governing-documents#ArticleIIMembership440https://www.toastmasters.org/leadership-central/governing-documents#Protocol30EthicsandConduct558https://www.toastmasters.org/leadership-central/governing-documents#Protocol30EthicsandConduct558


President Resources

Chairman (Item 200) www.toastmasters.org/200

Club Constitution for Clubs of Toastmasters International www.toastmasters.org/GovDocs

Distinguished Club Program and Club Success Plan (Item 1111) www.toastmasters.org/1111

Personally Speaking www.toastmasters.org/B63

VICE PRESIDENT EDUCATIONAs Vice President Education, you schedule members’ speeches, verify the completion of projects, and serve as a resource for questions about the education program, speech contests, and your club mentor program. You are an important source of Toastmasters knowledge for club members and it is your job to become familiar with all aspects of the Toastmasters education program.


VICE PRESIDENT EDUCATION RESPONSIBILITIES

Coordinate Club ScheduleYou oversee the creation of the club schedule at least three weeks in advance.

You ensure that all meeting roles are properly fulfilled; for example, you would not assign a new member to be the Toastmaster of their first meeting.

Publish, email, or otherwise distribute the meeting schedule regularly so that all members know what is expected and can adjust accordingly if necessary.

Support the Education ProgramExplain the Toastmasters Pathways learning experience to members.

Within two meetings of a member joining, ask them to confirm that they received the new member welcome email. Encourage them to follow the instructions in the email and select a path as soon as possible, so they can begin working on their Ice Breaker.

Answer any questions they have about available paths and let them know about the five levels that build in complexity, as well as the elective options available beginning at Level 3. Make sure to share information about educational achievements including digital badges, certificates, and credentials by their name.

Monitor member progress in your club and encourage all members to continue progressing in their path(s). Help members schedule speeches, approve Base Camp level completions requests promptly, and ensure that level completion credit is awarded on Club Central as soon as members are eligible. When a member completes all 5 levels in a path, celebrate their accomplishment and encourage them to select their next path.

OVERWHELMED? GET HELP!As your club’s Vice President Education, your workload gets heavy at times; just remember, you are in a position to gain excellent leadership experience and learn how a Toastmasters club works. If you find that the burden is too heavy, you can always ask for a volunteer assistant to help you; this is a great way to teach someone about the Toastmasters e ducation program and groom a successor to run for the office when the next Executive Committee is elected.

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Base Camp ManagerFor most clubs, the Vice President Education will assume the role of Base Camp manager in the Toastmasters Pathways learning experience. The Base Camp man-ager helps facilitate member progress by verifying education, approving requests, and tracking progress on Base Camp. The President, Vice President Education, and Secretary are the only club officers who have access to the Base Camp manager page; clubs must ensure that at least one of these officers is able to complete Base Camp manager tasks. More information can be found by going to our Pathways FAQ at www.toastmasters.org/Education/Pathways/FAQ.

Plan Speech ContestsRead the Speech Contest Rulebook (Item 1171) thoroughly and refer to it as necessary when planning speech contests. Information can also be found at www.toastmasters.org/SpeechContests.

Find out which speech contests your District is scheduled to host during your term of office and plan your club contests accordingly.

Manage Mentor ProgramAssign every new member a mentor and keep track of who is mentoring whom.

The Club Mentor Program Kit (Item 1163) provides everything needed to start a mentoring program for club members. Encourage members of your club to complete the Pathways Mentor program and as much as possible, assign mentors who are work-ing in or have completed the program.


Before Club Meetings• Review the scheduled roles for the meeting five to seven days in advance.

• Offer support to the Toastmaster of the meeting to confirm members’ role assignments and plan for substitutions if necessary.

• Notify the Club President if any members are scheduled to earn their education awards at the upcoming meeting.

Upon Arrival at Club Meetings• Verify that the members assigned to meeting roles have arrived and are prepared

to perform their duties.

• Remind members with meeting roles to select an evaluator for their project.

• Assist the Toastmaster in filling meeting roles for absent members.

• Greet guests by asking them if they are willing to participate in the meeting or if they would prefer to observe.

• If guests agree to participate, inform the Topicsmaster that they can call on those guests as Table Topics speakers and ask the Club President to introduce the guests at the beginning of the meeting.

ACCREDITED SPEAKER PROGRAMEach year, Toastmasters International provides an opportunity for professional-level speakers with expert knowledge in a particular subject to earn the designa-tion of Accredited Speaker. If this describes you or a member of your club, learn more about the Accredited Speaker Program here: www.toastmasters.org/Membership/Accredited-Speaker. Applications are accepted between January 1 and January 31 each year.

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When conducting online meetings, it is important that the same care and attention is given as if it was an in person meeting.

• Having an agenda• Ensuring speakers

are present• Confirming that all

meeting roles are filled• Messaging guests

individually and asking if they are willing to par-ticipate or would prefer to observe

When onboarding new members, use the New Member Orientation page for helpful resources and a PowerPoint presen-tation that can be custom-ized for your member.

http://www.toastmasters.org/Education/Pathways/FAQhttps://www.toastmasters.org/Resources/Resource-Library?t=Speech+Contest+Rulebook&page=1http://www.toastmasters.org/speechcontestshttps://www.toastmasters.org/shop/1163--Club-Mentor-Program-Kithttp://www.toastmasters.org/membership/accredited-speakerhttp://www.toastmasters.org/membership/accredited-speakerhttp://www.toastmasters.org/membership/accredited-speakerhttps://www.toastmasters.org/leadership-central/club-officer-tools/club-management/new-member-orientationhttps://www.toastmasters.org/leadership-central/club-officer-tools/club-management/new-member-orientation


During Club Meetings• Ask members if anyone is waiting to have a level completion verified on Base Camp.

• Recognize members when they reach educational achievements.

• Preside over the meeting when the Club President is absent.

• Answer member questions about the Toastmasters education program or speech contests and agree to research questions you do not know the answers to.

Outside Club Meetings• Attend and vote at Area and District Council meetings.

COMMON SCENARIOS VICE PRESIDENTS EDUCATION FACEFollowing are examples of scenarios you may encounter in your role as Vice President Education and suggestions for how to resolve them. As you successfully respond to your own experiences in this role, be sure to share them with the Club and Member Support team at World Headquarters ([email protected]).

Scenario: It is difficult to find the time to create a good, workable club schedule that keeps all members happy and moving forward in the Toastmasters education program.

Possible solutions: As much as possible, be prepared. Create schedules one or two months in advance and post them on the club’s website where everyone can see them or display them during club meetings.

Devise a system of automatic meeting role rotation, from simplest to most demanding; for example, each new member begins by presenting the thought of the day, then moves to Ah-Counter, then grammarian, then timer, and so on, until the new member fills a speaker role and eventually becomes Toastmaster of a meeting.

Scenario: Members are not always willing to commit to meeting roles.

Possible solutions: Encourage each Toastmaster of the meeting to initiate an email discussion several days before the meeting to confirm each member assigned to a meeting role is able to fulfill their duties. Emphasize the importance of member participation and commitment, and regularly acknowledge and thank members for their help in running quality meetings.

Scenario: A longtime member refuses to do projects in Pathways and no longer wants to participate in the education program.

Possible solutions: Meet with the member and ask what you can do to help. Encourage and energize them to gain familiarity with Base Camp. If able, spend time walking the member through their first project in Pathways. Explain the benefits of Pathways as clearly as possible, and remind them that the heart of the club experience—i.e. speeches, evaluations, leadership and culture—has not changed. If the member prefers something tactile, show them the paths available to order in print.

mailto:clubofficers%40toastmasters.org?subject=General%20Inquiry


Vice President Education Resources

Speech contest information www.toastmasters.org/SpeechContests

Speech Contest Rulebook (Item 1171) www.toastmasters.org/1171


Pathways Achievement Chart (Item 822) www.toastmasters.org/822

Accredited Speaker Program www.toastmasters.org/ AccreditedSpeakerRules

Education program FAQs www.toastmasters.org/Education/ Pathways/FAQ

Pathways Achievement Tracker (Item 823) www.toastmasters.org/823

Educational achievement, gifts, and recognition www.toastmasters.org/Shop

VICE PRESIDENT MEMBERSHIPYou promote the club and manage the process of bringing in guests and transform-ing them into members.

By initiating contact with guests, helping them feel welcome, and providing them with the information they need to join, you help maintain a constant influx of new people into your club. You also attentively monitor membership levels and strategize with the rest of the Executive Committee about how to overcome membership challenges when they occur.


VICE PRESIDENT MEMBERSHIP RESPONSIBILITIES

Recruit New MembersYou lead the club’s efforts to continually increase membership.

Promote the goal of gaining one new member per month and, if the club has fewer than 20 members, obtaining 20 members by year-end or sooner.

Conduct Membership-building ProgramsClub Programs: You organize and promote the club’s participation in the Smedley Award, Talk Up Toastmasters, and Beat the Clock membership programs. For informa-tion about these programs, go to www.toastmasters.org/MembershipPrograms.Individual Member Program: Encourage club members to gain recognition in the form of a Sponsor Award by sponsoring five, 10, or 15 new members.Note: Members who simply facilitate the new member registration do not qualify for an award. To qualify, members must be influential in the new, dual, or reinstating member joining your club. For information about this program, please visit www.toastmasters.org/AMPA.

NEW MEMBER INDUCTIONInducting officer: “Membership in Toastmasters is a privilege, and the only way to gain the benefits of our program is to actively participate. Do you, (names), promise to be active members of this club, to attend meetings regularly and prepare fully for your duties? Do you also promise to fulfill the other points in the Toastmaster’s Promise?” (You can list additional points if you wish.) (Members reply, “Yes.”) Then turn to the club and ask: “Do you, the members of X Toastmasters club, promise to support (names) as they work the Toastmasters program?”(The club members say, “Yes.”) “It is my pleasure to declare you installed as members of X Toastmasters club.” (If your club presents a Toastmasters pin to members, do it at this time.)

THE EDUCATION COMMITTEEIn many ways, the Vice President Education holds the most demanding office in a Toastmasters club. If you try to handle all of your duties alone, you are likely to be overwhelmed. A committee of dedicated club members can help make your job much easier. Committee members can organize speech contests, orient new members, and work on other special projects.

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Assist GuestsAnswer emails, phone calls, and other inquiries from prospective members and encourage them to visit the next club meeting.

Make contact with guests and encourage fellow club members to always help guests feel welcome. Have each guest fill out a Guest Information Card and Badge (Item 231).

Distribute Guest Packets (Item 387) with fliers that include your club information.

Process Membership ApplicationsYou collect and manage paperwork in the application process. Collect initial dues payments and applications from prospective members and submit them to the Treasurer.

Organize and participate in a Membership Committee tasked with considering all new member applications. Be sure new memberships are voted on by a majority of club members. See the Club Constitution for Clubs of Toastmasters International, Article II, Section 2: Admission to Membership.

Arrange a vote and induction ceremony for any joining member.


Before Club Meetings• Make a list of the new members who have joined the club since the last meeting and

contact the Club President to coordinate an induction ceremony at the next meeting.

• Make Guest Packets to distribute to guests at the meeting.

• Contact former guests who have not joined and members who have not been attending recent meetings and gently persuade and encourage them to come to the next club meeting.

Upon Arrival at Club Meetings• Greet all guests and members at the door and welcome them to the meeting.

• Provide all guests with Guest Packets.

• Answer any questions guests may have about the club.

After Club Meetings• Meet with guests to answer questions and explain the benefits of Toastmasters.

• Invite guests to join the club or to attend another club meeting if they are hesitant to join.

• Help guests who do wish to join to complete the Membership Application (www.toastmasters.org/MembershipApps).

Outside Club Meetings• Attend and vote at Area Council meetings.

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In addition to any other materials you may share with prospective mem-bers, the digital guest packet is also available on our website to teach them more about the organiza-tion and how it can help them grow.

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COMMON SCENARIOS VICE PRESIDENTS MEMBERSHIP FACEFollowing are examples of scenarios you may encounter in your role as Vice President Membership and suggestions for how to resolve them. As you successfully respond to your own experiences in this role, be sure to share them with the Club and Member Support team at World Headquarters ([email protected]).

Scenario: Your club is experiencing rapid turnover in membership; members sign up, stay for a few weeks, then move on.

Possible solutions: Encourage members to keep meetings lively, to start and end on time, to keep a positive atmosphere, and to vary activities with a special event, themed meeting, or guest speaker.

Contact lapsed club members and invite them to a special event.

Survey lapsed members on the reasons why they did not continue their membership with the club. Nominate a “Snackmaster” to bring food to each meeting. Always recognize member achievements—even the

small ones. Keep new guests coming in to replace lapsed members.

Scenario: Your club loses members during summer and winter holidays.

Possible solutions: Schedule a club special event in January and September; make an effort to contact all members after they return from their vacations.

Scenario: You suffer a sudden loss of members in your company club due to layoffs.

Possible solutions: Organize a Speechcraft for the company to attract new members. Make sure the club meetings are mentioned on the company intranet, in newsletters, and so on. If in compliance with your corporate policies, discuss changing the club type to a community club.

Vice President Membership Resources

Success 101 (Item 1622) www.toastmasters.org/Success-101

Membership program information www.toastmasters.org/MembershipPrograms


Membership Growth (Item 1159) www.toastmasters.org/1159

Speechcraft information www.toastmasters.org/Speechcraft

VICE PRESIDENT PUBLIC RELATIONSYou promote the club to the local community and notify the media about the club’s existence and the benefits it provides. You promote the club, update web content, and safeguard the Toastmasters brand identity. It is your job to notify the media whenever your club does something newsworthy.

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mailto:clubofficers%40toastmasters.org?subject=General%20Inquiryhttps://www.toastmasters.org/education/speechcrafthttps://www.toastmasters.org/resources/success-101http://www.toastmasters.org/membershipprogramshttp://www.toastmasters.org/1111http://www.toastmasters.org/1159www.toastmasters.org/speechcraft


As Vice President Public Relations, you will find yourself writing news releases, creating and distributing fliers, and maintaining the club’s presence on the web and in

the community.


VICE PRESIDENT PUBLIC RELATIONS RESPONSIBILITIES

Publicize the ClubYou publicize your club’s activities both internally to members and externally to various audiences through media outlets.

Publish club meeting times and location.Write and distribute news releases about club activities, member achievements,

and special events such as open houses.Maintain club presence in the local newspaper’s events calendar.Create and update the club’s social media channels such as Facebook, Twitter,

LinkedIn, and Meetup. Be sure the names of your club’s social network accounts are specific enough to the club so they are not confused with existing Toastmasters International accounts. Share login and password information with future officers so the sites are kept up to date.

Below are some ways to use social media to promote clubs, engage current members, and attract new members.

LinkedIn Network with members and share club news and information, public speaking, and leadership tips.

Follow the Toastmasters International Linkedin page or Members Group to get the latest news.

Facebook Publicize what is happening at your club, such as speech contests or open houses. You can easily share pictures and videos. Tag members of your club to help them feel engaged. Post news and announcements, success stories, and educational achievements. Follow the Toastmasters International Fan Page or join the International Members Group for the latest news and updates.

TwitterShare public speaking and leadership tips. Include announcements, success stories, and educational achievements. Link posts to your club website, news articles, or releases about your club or District.

Follow @toastmasters for news, helpful tips, and links to newsworthy articles about public speaking, leadership, communication, and more.

PUBLIC RELATIONS OPPORTUNITIESThough most Vice President Public Relations have little or no professional experience in the field, they find that there are many ways to increase the club’s visibility to the community for little or no expense. Is the local high school hosting a speech contest for its students? Arrange for a club member to volunteer as a judge and send them to the event armed with some promotional materials. If you are in a company club, look for places to display the club’s name, meeting times, and contact information, including the company’s bulletin boards, in the break room, on the intranet calendar, etc.

https://www.toastmasters.org/leadership-central/governing-documents#ArticleVIIDutiesofOfficers445http://www.twitter.com/Toastmasters


YouTube Attract visitors to your club by posting your members’ best speeches or video testimo-nials about Toastmasters’ benefits. Check out what other clubs around the world are doing on the Toastmasters YouTube channel.

MeetupThe use of active and engaged Meetup groups is an effective tool to connect with potential members. Keep in mind that it works best in highly populated areas.

Keep Club Website CurrentYou ensure that the club’s contact information is current and easy to find. You also check to see that your club’s listing is current on www.toastmasters.org/FindAClub.

Update your club website as necessary to include upcoming events, membership program results, speech contests, and so on.

Use the website to recognize achievements, such as education awards, speech contest winners, and Distinguished Club Program goals met.

For guidance on the club website and advertising, see Protocol 4.0: Intellectual Property, Section 2: Websites and Social Media and Policy 5.0: Toastmasters International and Other Organizations.

Safeguard the Toastmasters Brand, Trademarks, and CopyrightsBy maintaining the integrity of the Toastmasters brand, trademarks, and copyrights, you ensure that a consistent message is communicated from club to club in all locations. This, in turn, increases understanding and global awareness of Toastmasters International. Your role is to safeguard the Toastmasters brand, trademarks, and copy-rights by ensuring that all Toastmasters materials used or created by your club comply with appropriate copyright and trademark laws as well as the guidelines contained in the Logos, Images, and Templates section of the Toastmasters International website. You should also reference the Trademark Use Request and Protocol 4.0: Intellectual Property, Section 1: Trademarks.

Unauthorized use of the brand, trademarks, or copyrighted materials is prohibited. All uses not described in Protocol 4.0: Intellectual Property, Section 1: Trademarks must receive prior written authorization. Each request is reviewed on a case-by-case basis and is subject to the approval of the Chief Executive Officer.

Trademark and Copyright Resources

Trademark Use Request www.toastmasters.org/TrademarkUse


Social Networking www.toastmasters.org/SocialNetworking


Before Club Meetings• Verify that the club’s themes, meeting times, and location are current for the

following week.

• Order promotional materials for distribution by members at www.toastmasters.org/Marketing.

http://www.toastmasters.org/findaclubhttps://www.toastmasters.org/Leadership-Central/Governing-Documents#Protocol40IntellectualProperty560https://www.toastmasters.org/Leadership-Central/Governing-Documents#Protocol40IntellectualProperty560https://www.toastmasters.org/leadership-central/governing-documents#Policy50ToastmastersInternationalandOtherOrganizations561https://www.toastmasters.org/leadership-central/governing-documents#Policy50ToastmastersInternationalandOtherOrganizations561https://www.toastmasters.org/Resources/Brand-portalhttp://www.toastmasters.org/trademarkusehttps://www.toastmasters.org/leadership-central/governing-documents#Protocol40IntellectualProperty560https://www.toastmasters.org/leadership-central/governing-documents#Protocol40IntellectualProperty560https://www.toastmasters.org/leadership-central/governing-documents#Protocol40IntellectualProperty560http://www.toastmasters.org/trademarkusehttp://www.toastmasters.org/govdocshttp://www.toastmasters.org/socialnetworkinghttp://www.toastmasters.org/marketing


Places to Post and Update Club Themes, Meeting Times, and Locations

• Club website• Social media channels, such as

Facebook, Twitter, LinkedIn, Instagram, and Meetup

• Online directories, such as Google My Business or Bing Places for Business

• Club and company newsletters

• Club and company event calendars

• Company intranet sites

During Club Meetings• Provide promotional materials to members for distribution at their workplace,

school, social media, etc.

• Report the results of public relations efforts, bringing newspaper clippings, printouts, social media posts, and so on to share with the club.

• Announce the commencement of public relations campaigns.

COMMON SCENARIOS VICE PRESIDENTS PUBLIC RELATIONS FACEHere are some common situations you may encounter in your role as Vice President Public Relations and suggestions for how to resolve them. As you successfully respond to your own experiences in this role, be sure to share them with the Public Relations team at World Headquarters ([email protected]) and the Club and Member Support team ([email protected]).

Scenario: Your news releases are not noticed by the media.

Possible solutions: Make sure you submit releases in the appropriate format for each outlet you contact. Ensure photos are the correct size and quality.

Identify and contact media outlets to introduce yourself and learn their procedure for submitting news releases.

Scenario: You do not have enough time in your schedule to promote the club as much as you would like.

Possible solutions: Try using the options that deliver the best results for the least investment in time and resources.

Networking is always a good approach; tell everyone in your social circles.

Use LinkedIn, Facebook, Twitter, and other social media channels to keep in contact with members, share photos, and club updates.

Delegate tasks to other club members and encourage them to help.

Scenario: You do not know if your public relations efforts are successful.

Possible solutions: Ask each guest how they heard about your club and keep track of the responses. Do the same for emails and phone calls from interested prospects. Spend more time and possibly more club funds on those promotional efforts that yield results.

One of the Vice President Public Relations’ most significant responsibilities is to ensure access to the online meeting platform is readily available for guests.

mailto:pr%40toastmasters.org?subject=General%20Inquirymailto:clubofficers%40toastmasters.org?subject=General%20Inquiry


Vice President Public Relations Resources

Let the World Know (Item 1140) www.toastmasters.org/1140

Media Center mediacenter.toastmasters.org

Public Relations www.toastmasters.org/PublicRelations

All About Toastmasters (Item 124) www.toastmasters.org/124


Brand Portal www.toastmasters.org/BrandPortal

Marketing Resources www.toastmasters.org/MarketingResources

Brand [email protected]

SECRETARYYou maintain all club records, manage club files, handle club correspondence, and take the minutes at each club and Executive Committee meeting. You are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current for Toastmasters International.

Though some clubs combine the Secretary role with the Treasurer, it is best to have a dedicated Secretary who can help reduce the workload of the Treasurer and occasionally assist the Vice President Education as well.

Order supplies for the club as needed.


SECRETARY RESPONSIBILITIES

Take NotesYou take the minutes at each club meeting and Executive Committee meeting.

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Items to Record in Meeting Minutes

• Club name

• Date

• Type of meeting (club or Executive Committee meeting)

• Meeting location

• Names of meeting attendees

• Name of the presiding officer

• Corrections to and approval of the previous meeting’s minutes

• All motions, including the name of the mover, the name of the person who seconds the motion—if the club requires it—and whether the motion passed or was defeated

• Committee reports

• Main points of any debate or discussion

Maintain FilesMaintain club files, including meeting minutes, resolutions, and correspondence.

Certain materials must be kept for specific lengths of time.

MATERIAL LENGTH OF TIME

Club Charter Club Constitution for Clubs of Toastmasters International Addendum of Standard Club Options

Always

Club Policies

501(c)(3) Club Employer Identification Number (EIN) Assignment Letter (U.S. clubs only)

Always

Club Rosters Always

Club Officer Agreement and Release Statements Always

Meeting Minutes and Attendance Records Always

Legal, Controversial, or Important Correspondence Always

Distinguished Club Program Performance Reports Always

Annual Financial Statements Always

Cancelled Checks Bank Statements Journals

7 years • • • • • • •

Audits

Internal Reports (including officer and committee reports)

5 years • • • • • Routine Correspondence 3 years • • • Signed Membership Applications Length of time: While held, they should be

kept secure, such as in a lock box, or destroyed once it is digitally retained. It is up to your club and your country’s privacy guidelines on how long the applications should be retained.

Comply with all local laws, regulations, and ordinances in regards to recordkeeping and personal and financial information. Local laws and regulations take priority over the direction provided on how long to maintain files.

Retaining club files and correspondence may be easier to do digitally. Work with your fellow club officers to determine what cloud base storage is ideal for your club.


Report New OfficersYou report new officers to Toastmasters International World Headquarters.

After new officers are elected, update the club officer list online at www.toastmasters.org/ClubCentral.

Base Camp ManagerThe Secretary can support the Vice President Education as Base Camp manager in the Toastmasters Pathways learning experience. The Base Camp manager helps facilitate member progress by verifying education, approving requests, and tracking progress on Base Camp. The President, Vice President Education, and Secretary are the only club officers who have access to the Base Camp manager page; clubs must ensure that at least one of these officers is able to complete Base Camp manager tasks.www.toastmasters.org/Education/Pathways/FAQ


Before Club Meetings• Post the minutes of the previous club meeting online and notify club members

that the minutes are available for review.

• Prepare for the President a list of actions to be taken during the business meeting, including unfinished business, announcements, and correspondence.

• Order supplies for the club, as needed.

Upon Arrival at Club Meetings• Circulate the club’s attendance sheet and Guest Book (Item 84) for members and

guests to sign.

During Club, Business, and Executive Committee Meetings• Read the minutes of the previous meeting, note any amendments, and record the

minutes of the current meeting.

Outside Club Meetings• Attend the Annual Business Meeting at the International Convention to vote on

behalf of the club or assign your club’s proxy to a member who is attending the International Convention.

COMMON SCENARIOS SECRETARIES FACEFollowing are examples of scenarios you may encounter in your role as Secretary and suggestions for how to resolve them. As you successfully respond to your own experi-ences in this role, be sure to share them with the Club and Member Support team at World Headquarters ([email protected]).

Scenario: It is difficult to take meeting minutes while participating in the club business meeting at the same time.

Possible solutions: If you are planning to raise an important issue at a business meeting, arrange for another club member to take the minutes during that time.

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Scenario: It is hard to find the balance between too much and too little detail in the minutes.

Possible solutions: For business meetings and Club Executive Committee meetings, focus mainly on the motions and any information pertaining to the

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